• OOI Program Office & Engagement Support Coordinator

    Job ID
    Location : Location
    US-MA-Woods Hole
  • Job Summary

    Woods Hole Oceanographic Institution is currently searching for a Center Administrator I with a working title of Program Office Support & Engagement Coordinator to join the Applied Ocean Physics & Engineering (AOPE) Department. This is a regular, full-time position, and is eligible for benefits.

    This position provides administrative support to the OOI Program Management Office (PMO) and its financial, community engagement, and cyberinfrastructure functions.  This position must ensure quality, completeness, compliance, and on-time delivery of all deliverables.  


    The ideal candidate must be able to meet multiple deadlines and be able to coordinate across partner institutions including Oregon State University, Rutgers University, the University of Washington, and Axiom Data Science.

    Essential Functions


    • Provide website editing and update support using WordPress for oceanobservatories.org
    • Support the OOI Community Engagement Manager through the production of brochures, posters, newsletters, and OOI social media efforts
    • Compose and edit basic documents such as memos, newsletter, and handouts
    • Develop and implement procedures for administration in compliance with WHOI Policy
    • Work with OOI Finance to ensure adherence to finance requirements
    • Maintain and communicate deadlines on Program deliverables on an ongoing basis
    • Provide support to audits as required
    • Provide administrative interface between OOI and AOPE Department
    • Manage the collection and forwarding of annual Performance Review information
    • Support the Engineering Change Request process and coordinate Change Control Board processes
    • Coordinate PMO calendars and schedules and provide travel planning and expense report assistance to the OOI PMO as necessary
    • Perform routine office tasks as required, including ordering and tracking supplies and preparing purchase requisitions
    • Arrange meetings/conferences, scheduling rooms and services, and setting up/facilitating WebEx calls
    • Function as point of contact for office equipment and building systems. Contact appropriate people to handle basic maintenance issues
    • Maintain Alfresco filing system for forms and documents
    • Coordinate and support WebEx meetings including Tracking Book reviews and Program Management calls
    • Perform other routine office tasks as required.



    • As deemed necessary by supervisor


    Education & Experience


    • Bachelor's Degree Required
    • Minimum of 5 years' relevant experience in an office setting required
    • Strong analytical skills, including defining and implementing solutions to problems
    • Experience working with upper management, and the ability to work well with others in a team environment
    • Must have the ability to maintain a high level of accuracy and professionalism
    • Experience in updating and managing websites using WordPress is required
    • Experience in utilizing various forms of social media is preferred
    • Ability to demonstrate Advanced or Expert skills in Microsoft Word, Excel and Adobe Acrobat
    • Demonstrated interpersonal, written and organizational skills
    • Must have proven ability to exercise discretion, good judgment, and take initiative; attention to detail is critical

    Physical Requirements

    Physical duties for this position include but are not limited to, ability to lift less than 25 lbs. independently; Visual abilities to include near sighted vision. Hearing requirements include the ability to hear and respond to instructions. Other physical tasks include occasional standing/walking; use of hands for basic /fine grasping and manipulation and repetitive motion. Other occupational requirements include talking, working around others, and with others, and working alone. Projects may require prolonged work hours. Physical duties are subject to change.


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